Part II: General Questions about Project Management Points: 40% Time allowed: 1 hour Q1. Define what Project mean? (5%) Q2. Read the following assumption and provide your reply for the questions 'a' and 'b' under. (15%) Assume that you are a team member of one of the project which is implemented by Ethiopian Electric Utility (EEU). The Project Manger assign an activity 'Al' for you and the output of this activity is always delivered by you. The other team members of the project staffs have not exercised this activity. One day you left office for the project site visiting. You have tried your best to minimize your stay at site and successfully resolved the challenges which hindered the progress of the site activities. Because of your absence from office work, activity 'Al' was delayed for more than a month and one of the project contractor who affected by this delay submitted its claim letter to be compensated as per the agreement with EEU. a) Who is responsible for the delay of activity 'Al' and additional cost claimed by the contractor? Why? b) What arrangement should have been done to avoid such problems in your project office? Q3. Read the following basic information and provide your reply for the questions 'a' and 'b' under. (15%) Ten Towns Distribution Network Strengthening Project has been established to rehabilitate and upgrade the existing distribution network of ten regional and zonal towns which were selected by EEU. This Project is financed by the World Bank. Under this project, the total length of medium voltage networks to be rehabilitated and upgraded is 1,000 Km and the total quantity of new distribution transformers to be installed is 500. Two (2) years have been allocated to complete this Project with a total budget of 45 million USD. a) List down at least three (3) stakeholders of this project b) List down the three (3) baselines of this project with their respective quantities Q4. Teamwork plays important role in project management. Mention at least four (4) reasons why teamwork is vital for effective project management. (5%) Answer Q1 define what project mean ChatGPT A project is a temporary endeavor undertaken to create a unique product, service, or result. It involves a series of planned and coordinated activities that are executed within a specific timeframe and budget, with the aim of achieving specific objectives. Projects are usually initiated to address a particular need, solve a problem, or pursue an opportunity. Projects are characterized by the following key features: Temporary: Projects have a defined beginning and end. They are not ongoing operations but have a specific duration during which the project team works towards its goals. Unique: Each project is distinct and has its own set of objectives, deliverables, and requirements. Even if there are similarities with previous projects, each project has its own unique characteristics. Defined Scope: Projects have specific boundaries and a clear scope that outlines what is included and what is not. The scope defines the project's objectives, tasks, and deliverables. Resources: Projects require resources such as human resources, funding, equipment, and materials. These resources are allocated to the project to enable its successful execution. Multidisciplinary Team: Projects typically involve a team of individuals with diverse skills and expertise who work together to achieve the project's objectives. The team members collaborate and contribute their specialized knowledge to complete the project. Constraints: Projects are subject to constraints such as time, cost, quality, and scope. These constraints define the boundaries within which the project must be completed and require careful management to ensure project success. Progressive Elaboration: Projects often evolve and progress over time. Initially, the project's details may be less defined, and as the project moves forward, more information becomes available, allowing for greater clarity and precision in planning and execution. Project management is the discipline of planning, organizing, and managing resources to successfully complete a project. It involves defining project goals, creating a project plan, allocating resources, monitoring progress, and making adjustments as necessary to ensure the project's objectives are achieved. User Q2 Read the following assumption and provide your reply for the questions 'a' and 'b' under. (15%) Assume that you are a team member of one of the project which is implemented by Ethiopian Electric Utility (EEU). The Project Manger assign an activity 'Al' for you and the output of this activity is always delivered by you. The other team members of the project staffs have not exercised this activity. One day you left office for the project site visiting. You have tried your best to minimize your stay at site and successfully resolved the challenges which hindered the progress of the site activities. Because of your absence from office work, activity 'Al' was delayed for more than a month and one of the project contractor who affected by this delay submitted its claim letter to be compensated as per the agreement with EEU. a) Who is responsible for the delay of activity 'Al' and additional cost claimed by the contractor? Why? ChatGPT 2/2 a) Based on the provided assumption, the responsibility for the delay of activity 'Al' and the additional cost claimed by the contractor lies with the Project Manager. Here's the reasoning behind this: Assignment: The Project Manager assigned activity 'Al' specifically to the team member, expecting them to deliver the output. Since the output of this activity is always delivered by the team member, the Project Manager had a clear understanding of the team member's role and responsibilities in the project. Absence Management: As a responsible Project Manager, it is their duty to manage the team members' absences effectively. In this case, when the team member left the office for the project site visiting, the Project Manager should have anticipated the potential impact on the project schedule, including activity 'Al.' Lack of Contingency Plan: The Project Manager is responsible for developing a contingency plan to address unexpected events, such as a team member's absence. If activity 'Al' was critical to the project's progress, the Project Manager should have either assigned a backup resource, revised the schedule, or taken appropriate actions to mitigate the impact of the team member's absence. Monitoring and Control: An essential part of project management is monitoring the progress of activities and taking corrective actions when deviations from the plan occur. The Project Manager should have been aware of the delay in activity 'Al' and intervened promptly to address the situation. Contractual Obligations: Since the delay of activity 'Al' resulted in the contractor's additional costs claimed through a compensation letter, the Project Manager is accountable for ensuring that project activities are managed efficiently to avoid breaching contractual agreements and causing financial liabilities for the organization. In summary, the Project Manager is responsible for the delay of activity 'Al' and the additional cost claimed by the contractor because they failed to adequately plan for the team member's absence, provide necessary support to resolve challenges in a timely manner, and ensure that the project activities progressed as scheduled. Q3. Read the following basic information and provide your reply for the questions 'a' and 'b' under. (15%) Ten Towns Distribution Network Strengthening Project has been established to rehabilitate and upgrade the existing distribution network of ten regional and zonal towns which were selected by EEU. This Project is financed by the World Bank. Under this project, the total length of medium voltage networks to be rehabilitated and upgraded is 1,000 Km and the total quantity of new distribution transformers to be installed is 500. Two (2) years have been allocated to complete this Project with a total budget of 45 million USD. a) List down at least three (3) stakeholders of this project b) List down the three (3) baselines of this project with their respective quantities Q4. Teamwork plays important role in project management. Mention at least four (4) reasons why teamwork is vital for effective project management. (5%) ChatGPT a) Three stakeholders of the Ten Towns Distribution Network Strengthening Project could include: Ethiopian Electric Utility (EEU): As the entity responsible for the selection of towns, implementation of the project, and overall management, EEU is a key stakeholder. They will oversee the project's execution, coordinate with the World Bank for funding, and ensure the successful completion of the distribution network rehabilitation and upgrade. World Bank: The World Bank, as the project's financier, has a significant stake in the Ten Towns Distribution Network Strengthening Project. They provide the funding necessary for the project's implementation, monitor progress, and ensure that the project aligns with their guidelines and objectives. Ten Regional and Zonal Towns: The selected towns are important stakeholders in this project. They will directly benefit from the rehabilitation and upgrade of the distribution network within their regions, which will improve the reliability and quality of electricity supply. The towns may provide local support, facilitate access to project sites, and collaborate with EEU during the project's implementation. b) The three baselines of the project with their respective quantities are: Total Length of Medium Voltage Networks: The baseline quantity for this parameter is 1,000 kilometers. It represents the existing length of medium voltage networks in the selected towns that will be rehabilitated and upgraded as part of the project. Quantity of New Distribution Transformers: The baseline quantity for this parameter is 500. It indicates the number of new distribution transformers to be installed in the ten towns as part of the network strengthening project. Project Duration: The baseline for project duration is two (2) years. This indicates the allocated timeframe for completing the Ten Towns Distribution Network Strengthening Project. Q4. Four reasons why teamwork is vital for effective project management: Collaboration and Coordination: Effective project management requires collaboration and coordination among team members. Teamwork ensures that individuals work together towards a common goal, share information, synchronize activities, and avoid duplication of efforts. Leveraging Diverse Skills and Expertise: Projects often involve diverse tasks and require a range of specialized skills and expertise. Teamwork allows project managers to leverage the strengths and capabilities of each team member, leading to a more comprehensive and wellrounded approach to project execution. Enhanced Problem-Solving and Creativity: Projects can encounter unexpected challenges or require innovative solutions. Teamwork fosters an environment where team members can pool their knowledge, experience, and perspectives to identify and solve problems effectively. It encourages creative thinking and generates a broader range of ideas and solutions. Mutual Support and Motivation: Projects can be demanding and stressful. Teamwork promotes mutual support among team members, creating a positive and motivating work environment. Team members can share the workload, provide assistance when needed, and offer encouragement, which enhances individual and team performance. Overall, teamwork fosters effective communication, synergy, and a collaborative spirit, enabling project managers and teams to achieve project objectives efficiently and successfully.